Must-have Visitor Management System Features for Your Corporate Office

In today’s corporate environment, having the right visitor management solution is essential to ensure the safety and security of the premises, workforce, and assets. By leveraging the latest technologies, a comprehensive visitor management solution can be deployed to monitor every aspect of the workplace. 

Visitor Management Systems- A revolutionary window for enterprises

These systems are designed to provide a secure way to monitor and manage visitors to a business’ premises. With the latest technologies available, they can offer a wide range of features, such as:

• Issuing visitor badges with appropriate access
• Tracking visitors and their activities
• Providing alerts when visitors are present on the premises
• Ensuring visitors have the necessary authorization to access the premises
• Collecting data on the number of visitors and their activities
• Using data businesses can improve their customer service, security, and operations
  

Are you ready to unleash the power of Visitor Management Systems?

Investing in a visitor management solution can help businesses improve security and streamline daily operations. It ensures that each visitor has the appropriate authorization to access the premises and businesses can ensure that their customers and employees are secure and their operations are efficient.

Take a look at the key features you must look for while choosing a custom visitor management solution.

Key features required to build a robust Visitor Management System

Consider your business needs

Depending on the size and nature of your organization, you should consider the following when making the decision to invest in visitor management solution. 

Firstly, it is important to assess the current needs of your business, such as the number of visitors, areas of access, and other security protocols. 

Secondly, consider the amount of data that will need to be stored and the type of reports that will need to be generated. 

Thirdly, determine how the system can be integrated into existing processes and policies. 

Considering these factors, you can make an informed decision that meets the needs of your organization and ensures the safety of your customers and employees.

Seamless Operation

A good visitor management system should be easy to use and intuitive for employees and visitors alike. 

It should have an interface that is simple to navigate, and it should be able to provide customizable options for visitors. The system should also have automated processes and notifications that can be easily configured, allowing for a more efficient visitor experience. 

With automated processes, it can help ensure that visitors are securely logged in and out, and that all compliance checks are met. Furthermore, the system should be able to quickly provide reports on visitor data, allowing you to easily monitor the number of visitors and other important metrics.

Storage Capacity

Before investing in a visitor management system, it is essential to consider its security protocols. Ensure that the system meets the highest security standards to protect any sensitive information such as visitor logs, employee details, and more. 

You should take into account the storage capacity of the system. It should be able to handle large amounts of data and offer efficient ways to store and access data. 

Furthermore, the system should be able to provide customizable features and automated processes to ensure a seamless experience for both employees and visitors.

Security Is Must

A visitor management system should also provide customizable features to meet the needs of your organization’s security needs and overall objectives. This includes customizing the system to provide different levels of access to different users based on security parameters.

Visitor management software should also offer customizable cations and automated processes to provide a secure and efficient experience for visitors. 

Curb Trespassers

Exclusion lists in a visitor management system are an important tool for ensuring the safety and security of visitors. By creating an exclusion list, organizations can quickly identify and deny entry to visitors who have been previously flagged or identified as potential security risks. 

The exclusion lists can be used to alert front office staff of any potential issues, allowing them to take the necessary steps to prevent any harm from occurring. This helps to ensure that only trusted and authorized individuals can access the premises.

Customer Service

A visitor management system should strive to provide a high level of customer service. It should be easy to use, have a friendly user interface, and provide prompt responses to customer inquiries. 

The system should be able to provide helpful and relevant information to customers, such as maps, directions, and other helpful resources. The system should also provide efficient customer support, with a designated customer service team that can quickly and efficiently respond to customer needs. 

Also, the system should provide automated support, such as automated reminders, notifications, and other automated processes. This ensures that customers always receive the help they need in a timely manner and that their experience is as smooth and efficient as possible.

Geofencing

The geofencing feature of the visitor management system (VMS) can act as a virtual inspection checkpoint around your premises. It can identify visitors the moment they enter the vicinity, allowing for a more secure environment. 

The geofencing feature can also be used to restrict access to certain areas of your premises so that only authorized personnel can enter. 

Furthermore, the geofencing feature can also help to keep track of visitors to the premises, enabling staff to keep track of who is coming and going.

Flexibility Matters

A visitor management system should be able to easily customize its features and functionality to match the specific needs of the organization. This can include the addition or removal of features or the integration of third-party applications or technologies. 

It should be able to keep up with changing market trends, with the ability to easily update and improve the system’s capabilities. By having a flexible visitor management system that is up to date with the latest technological trends.

Easy Integration

Depending on the organization and its customized needs, a visitor management system should be easily integrated with other tools and applications. This integration should be seamless, with no extra coding or manual configuration required. 

This allows organizations to customize the system to fit their specific needs and goals, while also ensuring maximum efficiency and performance. 

The visitor identification management solution should provide an API to allow for further customization and integration with different tools and applications. This allows organizations to easily connect the system with their existing tools and software, and to ensure that the system is compatible with their existing infrastructure.

Emergency Notifications

The system should also be able to dispatch emergency notifications to staff when necessary. This will allow staff to be notified of any potential issues or dangers as quickly as possible. 

It should also be able to alert staff when a visitor is attempting to enter a restricted area of the premises. Staff can be alerted in advance and deal with the situation appropriately. 

Points To Consider Before Selecting the Right VMS For Your Business

Find out if VMS meets your current business needs

The features of the visitor management system (VMS) can make or break the effectiveness of the system. Before selecting the right VMS for your business, you should consider the capabilities of the system, such as its scalability, the number of users it can handle, the type of access it provides, and its security features. 

Consider the range of features the VMS offers, such as its ability to log and track visitors, geofencing, and visitor authentication. These features should be tailored to meet the specific needs of your business and should be easy to use and understand. 

Simple Yet Powerful Solution

It is important to ensure that the visitor management system is simple and easy to use for your front-end staff without compromising on its functionality. The system should be intuitive and easy to understand, with all the features tailored to meet the specific needs of your business. 

Furthermore, it should be able to provide access control, log and track visitors, geofencing, and visitor authentication in an efficient and secure manner. 

Support & Service

When selecting visitor management software, it is important to consider the response time of the support team. This is especially important if you anticipate any glitches or issues that may arise while using the system.

Customer service representatives should be knowledgeable and have a comprehensive understanding of the software in order to answer any questions or concerns that you may have.

Integration With Other Systems

A VMS should have integration capabilities that allow for easy collaboration between different systems and software, as well as the ability to connect to a variety of third-party applications. 

This ensures that the VMS is not just another software in addition to the hundreds of systems that businesses use, but is instead an integral part of the organization’s overall setup. 

Further, when selecting a VMS, businesses should ensure that the system is secure, and reliable, and offers a range of features that can be tailored to their specific needs.

Should meet future requirements

It is essential that the visitor management solution has the capability to scale and evolve with your business needs. 

Also, you should investigate the system’s ability to handle a large number of users, provide access control, and ensure the security of the data. The features should be easy to use, intuitive, and tailored to the specific needs of your business. 

Value For Money

When considering a VMS, it is important to ensure that the product offers value for money compared to other similar products in the market. To ensure that this is the case, businesses should compare prices, features, and customer feedback from different vendors.

Ultimately, businesses should select a VMS that provides a good balance between cost and features, so that they can get the most value for their money.

In a nutshell

As the world is beginning to slowly open up after the pandemic, businesses must ensure the safety of their employees before allowing them to enter the workplace. To do this, it is essential to invest in a workplace technology solution that is reliable and secure. Visitor management systems (VMS) are a great way to ensure this. 

Hidden Brains is the perfect choice for businesses that are looking for an effective visitor management system. Their software provides powerful features such as access control, tracking of visitors, and a secure and welcoming environment for all. With their responsive customer service team, businesses can be sure to get the most out of their investment.

Just state your budget and requirements with our team. 

We will ensure to devise one of the customized visitor management solutions to help your business grow and scale exponentially.